Coordinated Entry Assessment and Report Documents

CE Instructions Guidelines

Document Type Date Posted

PSH – Housing Assessment, Matching & Referral Process and Timelines

pdf January 2, 2019

This document is an overview of process and timelines to get a client housed in PSH

RRH – Housing Assessment, Matching & Referral Process and Timelines

pdf January 2, 2019

This document is an overview of process and timelines to get a client housed in RRH.

TAY Client Need VI-SPDAT report instructions

pdf January 2, 2019

This document provides instruction on how to run the Missing VI-SPDAT report for TAY in ART and what information is included on the various report tabs. Users must have an ART (Advanced Reporting Tool) Viewer license to run the report.

Clients Need VI-SPDAT Report Instructions

pdf October 29, 2018

This provides the instructions for running the Clients Need VI-SPDAT report in ART. Users must have an ART (Advanced Reporting Tool) Viewer license to run the report.

Sending Agency Report Instructions

pdf September 17, 2018

These are the instructions for finding and using the Sending Agency Report which is a scheduled report that will show up in a user's ART Inbox. Users must have an ART Viewer license to run these reports.

Receiving Agency Report Instructions

pdf October 29, 2018

These are the instructions for finding and using the Receiving Agency Report which is a scheduled report that will show up in a user's ART Inbox. Users must have an ART Viewer license to run these reports.

Shelter Stays Report Instructions

pdf September 17, 2018

This document provides instruction on how to run the Single Client Enrollment and Services History report. This report can be used to show shelter stays when documenting homelessness. Users must have an ART (Advanced Reporting Tool) Viewer license to run the report.

Uploading and Unlocking Entry Point Document Instructions

pdf September 17, 2018

This document provides instructions for uploading Entry Point documents, including naming conventions. Instruction on unlocking the documents to the Entry Point team is also included.

Instructions for Entry Point Assessment Progress Tracker

pdf January 2, 2019

This document provides details on how parts of the Entry Point Phased Assessment should be recorded in HMIS, including the Housing Interest/VI-SPDAT Status and the Entry Point Assessment Progress Tracker

Entry Point Assessment Progress Tracker FAQs

pdf January 2, 2019

This documents provides answers to some commonly asked questions regarding the HMIS Progress Tracker

Phased Assessment Documents

Document Type Date Posted

Entry Point Assessment Progress Tracker

pdf September 17, 2018

This provides an overview of the Coordinated Entry process for a client and includes a checklist that can be used to track a client through each stage of Coordinated Entry.

Part 1: Safety Screening

pdf September 17, 2018

This assessment has a built in script to assess a client's safety in their current situation, whether the client feels their immediate priority is safety or housing/shelter. Resources for referrals are also included.

Part 2: HMIS Client Consent Form and SubCook Initial Intake Assessment

pdf October 1, 2018

These are the same forms found elsewhere on suburbancook.org, specifically on our HMIS page.

Part 3. Child and Family Needs Assessment

pdf September 17, 2018

For households where minor children are present, this assessment includes specific questions about pregnant or parenting clients and their children.

Part 4A: Housing Interest and Vulnerability Assessment

pdf September 17, 2018

To be completed to initially determine interest in housing. If interested, proceed with CE VI-SPDAT Consent, appropriate VI-SPDAT, and the rest of the Vulnerability Assessment. This assessment includes estimated VI-SPDAT score considerations (higher or lower), Domestic Violence Prioritization Indicator score, as well as noteworthy factors impacting a client’s severity of service needs. Note both staff and supervisor signatures are required.

Part 4B: Entry Point Assessment and VI-SPDAT Consent

pdf October 1, 2018

Note the VI-SPDAT Consent now also includes acknowledgement of the Inclusion Policy

TAY VI-SPDAT v1.0

pdf October 3, 2018

This is the VI-SPDAT Assessment for Transitional Aged Youth

VI-SPDAT for Families v2.0

pdf October 3, 2018

This is the VI-SPDAT for Families versin 2.0

VI-SPDAT for Singles v2.0

pdf October 3, 2018

This is the VI-SPDAT assessment for individuals adults v2.0

Part 4C: Domestic Violence Prioritization Indicator Assessment Tool

pdf January 2, 2019

To be completed for individuals that are actively fleeing domestic violence and requesting housing assistance.

Part 5: Eligibility Verifications

pdf September 17, 2018

This walks Case Managers through verifying a client's eligibility and includes the Chronic Homelessness Documentation checklists and Verification for documenting Disability, Veteran Status, Income and a Client's Identity as well as key contact information for the client and staff.

Part 6: Housing Preference, History and Other Considerations

pdf September 17, 2018

This assesses a client or household's housing needs including where a client prefers to live (by North, West and South regions), type of housing the client will need and barriers to housing specific to the client or household.

Part 7: Housing Stabilization Plan

pdf September 17, 2018

This document is where Housing Case Managers can record emergency contact information and a supportive services assessment looking at a client's health, employment, income and other open ended questions for clients about relationships, etc..

CE Eligibility Verification Forms

Document Type Date Posted

Chronic Homeless Verification Tracking Sheet

pdf September 17, 2018

Use this form to track each month of individual’s living situation. A minimum of 12 months of homelessness is required to verify length of time for chronicity.

Disability Verification

pdf September 17, 2018

Use this form to document an individual’s disability. This form should be completed by a licensed clinician.

Third Party Certification

docx September 17, 2018

Use this form to gather documentation of homelessness from third parties (i.e., agency outreach, community representatives, family members). The letter should be printed on letterhead of the organization completing the form (social service agency, police department, church) whenever possible. Note: the first two lines are examples and can be removed prior to completing the form.

Self-Certification of Homelessness

docx September 17, 2018

To be completed when third party verification cannot be obtained. There may be additional project restrictions if more than 3 months of homelessness is self-certified. Record of Due Diligence must also be completed when self-certifying.

Record of Due Diligence

docx September 17, 2018

To be completed for individuals self-certifying homelessness. The Record of Due Diligence should record the efforts made by direct service provider staff to obtain third party verification of homelessness. Examples do not have to be included.

CE Policy Documents

Document Type Date Posted

Entry Point Training Standards

pdf January 2, 2019

This document gives a full overview of Entry Point trainings, the staff that must participate in them, and the frequency in which participation should occur. Training schedules are released every trimester, and participants must register in advance.

Civil Rights and Fair Housing Laws and Requirements

pdf January 2, 2019

This document gives a list of Federal civil rights laws pertaining to fair housing and non-discrimination.

Entry Point Affirmative Marketing Policy

pdf January 2, 2019

This document ensures that all Sub Cook households have equal access to Entry Point and CoC services and housing, regardless of any attribute or characteristic that could be perceived as a barrier to these services.

Entry Point Inclusion/Non-Discrimination Policy

pdf January 2, 2019

This document states that Entry Point agencies do not discriminate in the course of housing and other services based on any individual’s attributes or characteristics. The document also gives accommodation requirements, including those for disabilities, culture, and linguistics.

Entry Point Inclusion Policy for Clients

pdf January 2, 2019

This document is for clients to review and understand their eligibility rights and the non-discrimination policies of Entry Point.

Entry Point Discrimination Complaint Form

pdf January 2, 2019

To be completed by a client should they feel that they have experienced any kind of discrimination during the Entry Point process.

Request to Return Housing Referral

pdf January 2, 2019

To be completed if the agency wishes to return a client’s housing referral based on eligibility, lack of contact, or if the client declined admission.

Housing Referral Appeal

pdf January 2, 2019

To be completed if the agency staff disagree with a rejected Return Referral Request or if the client is determined to be not clinically appropriate for the program they were referred to.

Request to Exclude Placement from NOFA Computation

pdf January 2, 2019

To be completed if length of time from referral to placement exceeds 60 days or if the receiving agency regularly communicates housing efforts and obstacles to the Entry Point Referral Manager.

Appeal – Request to Exclude Placement from NOFA Computation

pdf January 2, 2019

To be completed if unusual circumstances outside of the receiving agency’s control adversely delayed the process.

Evaluation and Monitoring

pdf January 2, 2019

This document gives an overview of how Coordinated Entry is evaluated and monitored based on HUD’s requirements and pre-set outcomes.

HUD Sources

pdf January 2, 2019

List of related HUD sources, as well as Entry Point revision dates and key changes.

Additional Housing Resources

Document Type Date Posted

A Guide to Identifying and Referring Clients to the Family Unification Program

docx February 19, 2019

This document provides guidance on who may be eligible for the Family Unification Program and how to complete the referral process

FUP CoC Referral Form

pdf February 19, 2019

Use this referral form for individuals that appear to be eligible for the Family Unification Program (FUP).